SECTION I: GENERAL
1.1 Name
The name of this organization shall be "Industrial Engineering and Logistics Management
Students' Society, Hong Kong University of Science and Technology Students' Union " and “
” in Chinese, here in after referred to as the ' the
society '.
1.2 Goals
The goals of the society shall be:
1.
To promote the friendship and cooperation among members.
2.
To promote the general welfare of the members.
3.
To promote the intellectual, social and athletic interest of the members.
4.
To provide the communication link between the members and the department.
5.
To provide a communication link between the Society and that of the other colleges and
industrial companies.
6.
To represent students in official affairs. The organization and the operation of the Society shall
be in accordance with the constitution and by-laws of this society.
1.3 Official Languages
Chinese and English, enjoying the equal status, shall be the official languages of the Society.
Either both may be used in official meetings and the official documents. Chinese, in its oral form,
shall mean the Cantonese dialect and Putonghua. In case of discrepancy, unless otherwise
specified, the English version shall be referred to.
1.4 Session
The session of the Society shall commence and declared to be authoritative with the conclusion
of the Annual General Meeting (A.G.M.) and shall terminate with the conclusion of the next
A.G.M. Hereinafter, “Current” session shall mean the authoritative session of society at any time
when the Constitution is referred to; “Proposed” session shall mean the session of the society
immediately after the Current session.
1.5 Affiliation
The Society shall be affiliated to the Hong Kong University of Science and Technology Students'
Union.
1.6 Responsibility
The Society is responsible for all matters and the policies affecting the I.E. student as a whole.
SECTION II: MEMBERSHIP
2.1 Definition
2.1.1 Full Membership
All undergraduates and postgraduates who are the full member of the Hong Kong University of
Science and Technology Students’ Union (HKUSTSU) and currently enrolled in a degree
program offered by the I.E.L.M. Department of HKUST are eligible for Full Membership of the
Society.
2.1.2 Associate Membership
All students registered and past graduates in the HKUST are eligible for Associate Membership.
Any person not being eligible for Full Membership of the Society under any of the above article
may be admitted as an Associate Member.
2.1.3 Honorary Membership
Honorary membership of the Society shall be conferred by recommendation from the Executive
Committee and resolution in AGM. All former Executive Committees of the Society shall be
invited by the Executive Committee as Honorary Members. It does not include welfare derived as
the rights of full members. The membership status shall be permanent and become valid once
they graduate.
2.2 Privileges of the members
2.2.1Privileges of Full Members:
The Full members of the Society have the right:
1.
To attend all General meetings of the Society.
2.
To speak and vote at the Annual General Meeting and Extraordinary General Meeting of
the Society.
3.
To be nominated in the election.
4.
To nominate or second a candidate for election, and to vote in the election.
5.
To use the properties and facilities provided by the I.E.L.M department under the control
of the society subjected to provision of the rules and regulations in force.
6.
To participate in all the functions and activities organized by the Society.
7.
To be entitled to other privileges as may be conferred in the General Meeting.
2.2.2. Privileges of Associate Member:
The Associate members of the Society have the right:
1.
To attend all General Meetings of the Society.
2.
To speak at the Annual General Meeting and Extraordinary General Meeting of the
Society.
3.
To use the properties and facilities provided by the Society.
4.
To participate in all functions and activities organized by the Society.
2.2.3. Privileges of Honorary Member:
The Honorary members of the Society have the right:
1.
To attend all General Meetings of the Society.
2.
To speak at the Annual General Meeting and Extraordinary General Meeting of the
Society.
3.
To participate in all the functions and activities organized by the Society.
2.3 Obligations
All members shall:
1.
Abide by the Constitution, by-laws and regulations of the Society.
2.
Pay their membership subscriptions except for honorary member..
3.
Not act in any manner detrimental to the interest and welfare of the Society.
2.4 Membership fee
1.
Full Membership fee and Associate Membership fee shall be two hundred dollars ($200)
each for five years membership, a hundred and eighty dollars ($180) each for four years
membership, a hundred and fifty dollars ($150) each for three years membership, a
hundred and ten dollars ($110) for two years membership and sixty dollars ($60) for one
year membership for the whole degree course enrollment period.
2.
For Past Graduates, the Associate Membership fee shall be sixty dollars ($60) for one year
and the Honorary Membership fee shall be free.
3.
Direct entry student with written testimony certified by the department that he/she is able to
exempt 29 credits or above in the whole degree course, membership fee shall be a hundred
dollar ($100) each for the whole degree enrollment period.
4.
Members who have paid the above membership fee shall not be subjected to amendment of
constitutions regarding change of membership fee only.
SECTION III: GENERAL MEETING
3.1 Authority
The vote in a General Meeting of the Society shall possess the highest authority in all matters
affecting I.E. student as a whole.
3.2 General Meetings
No General Meeting shall be held unless it is convened by the President of the Executive
Committee with approval of, or at the request of the Executive Committee, or in accordance with
a requisition signed by not less than one-fifth of all the members .Any such requisition shall
specify the object of the proposed Meeting and no other matter shall be discussed.
3.3 Annual General Meeting
1.
The Annual General Meeting shall be convened by the President of the current session
within FOUR weeks after the commencement of the Executive Committee session.
2.
The Executive Committee members of the Society of both current and proposed sessions
shall attend the Annual General Meeting, excluding those with reasons accepted by the
presidents of current and proposed session before the commencement of the A.G.M.
3.
General Meeting.
3.5 Notice
The official notice and agenda of the Annual General Meeting and Extraordinary General
Meeting shall be posted at least seven clear days in advance. Postponement of Extraordinary
General Meeting shall be announced at least two days beforehand. Postponement of Annual
General Meeting shall be announced at least three days beforehand.
3.6 Quorum
1.
The quorum of the Annual General Meeting and Extraordinary General Meeting shall
consist of not less than 25% of the members include Full Members and Associate
Members.
2.
If the quorum is not formed within one hour, the meeting shall be adjourned. The meeting
shall be postponed within the following seven working days. If the quorum still cannot be
formed, all attendees shall form the quorum.
3.7 Voting
Decision of the voting in a meeting would only be recognized if the total number of vote cast is
greater than or equal to TWO-THIRD of the attendance. Simple majority shall be counted as the
method of voting.
SECTION IV: GENERAL POLLING
4.1 Authority
The vote of General Polling of the Society shall reserve the authority as the vote of a General
Meeting. The resolution of a General Meeting or General Polling can only be revoked by a
subsequent General Polling.
4.2 Returning Officer
The Returning Officer for the General Polling shall be invited by the Executive Committee and
shall be member of the Department teaching staff.
4.3 Voting
1.
Voting shall take place at polling stations.
2.
The results of the General Polling shall be valid, on the condition that the number of valid
vote castled is not less than 40% of the Full Members of the Society.
3.
Simple majority shall be counted as the method of voting.
4.4 Notice & Declaration
1.
Notice of all General Polling with motion(s) to be voted shall be posted seven days
beforehand.
2.
Declaration of results shall be made within two day after the polling is closed.
4.5 Complaint
Any complaint must be raised within four days after the result of General Polling is declared.
SECTION V: THE ANNUAL ELECTION
5.1 General
1.
The purpose of the Annual Election is to elect the Executive Committee for the following
session.
2.
The Election shall be held within four weeks after the start of the promotion period
scheduled by the HKUST Students’ Union.
3.
Every candidate must be a Full Member of the Society.
5.2 Election System
1.
The Executive Committee shall be elected in the form of cabinet.
2.
The composition of the Election Board shall consist of seven members, the President of the
Society, three Executive Committee and three other Full Members. All nominator and
nominees cannot be any members of the election committee. The Election Board shall be
formed at least 7 days before the commencement of the Nomination Period of the
following Session.
3.
The Election Board should be set up to handle all the matters concerning the Annual
Election. The functions of the Election Board shall include the followings:
a)
To examine the eligibility of cabinet(s) and to approve or disapprove the application
of cabinet(s).
b)
To approve and disapprove any publicity put forward by any cabinet.
c)
To conduct and supervise the Election.
d)
To explain the Election Regulations and Rules in accordance with the Constitutions.
e)
To count the ballots and announce the result concerned.
f)
To handle any complaint arising from the election which includes domination,
promotion, voting, counting of ballots.
4.
g)
To make all adjudications concerning complaints and appeals.
h)
To adjust the Election Schedule.
The Returning Officers for the Annual Election and the Re-election shall be invited by the
President of the Society and shall not be the member of the Society.
5.
The maximum expenses of election for each nominated cabinet are $7000.
6.
Nominates:
a)
Nominations of the Committee of the Society must be handed in to the Internal
Secretary of the Society within the nomination period.
b)
Each candidate can only join one nominated cabinet of the society, in case there is
more than one.
c)
A cabinet shall not be qualified for nomination if it has more than two posts
vacancies.
a) These vacancies shall not include the followings:
i) the President,
ii) the Internal Vice-President,
iii) the External Vice-President,
iv) the Internal Secretary,
v) the External Secretary,
vi) the Financial Secretary.
b)
In the event of the any position of the Executive Committee becoming vacant,
the Executive Committee can invite any members to take up the post.
c)
The Internal Secretary shall post a list of all nominations on the second day
after the deadline of the nominations.
7.
In case there is no nomination, executive committee should resolve the matter and the
decision shall be announced to all members within three working days. An Extraordinary
Meeting shall be commenced if any letters of objection received within fourteen working
days.
8. Voting:
a)
Voting shall be in straight secret ballots.
b)
A teaching staff of the I.E.L.M. Department will be invited to be the Returning
Officer for the Election to supervise the proceeding of the Election.
c)
The counting of votes shall be finished within twenty-four hours after the closure of
the voting and an official result shall be announced.
d)
Objections can be made only before the announcement of the official result. Any
complaint concerning the Election shall be made in writing to the Chairperson of the
Election Board within two clear working days after the conclusion of the vote
counting and the Election Board shall handle the complaints immediately.
9. In the Election:
a)
A quorum of 40% of all Full members should be achieved.
b)
The result of voting is based on the method of simple majority.
c)
The cabinet is successful upon receiving more confidence votes than non-confidence
votes in case of only one cabinet running for the Election.
10. Abstained Votes:
a)
An Abstained Vote is a vote that does not indicate confidence or non-confidence to
the cabinet.
b)
An Abstained Vote will not be counted as ' for ' or ' against ' the cabinet.
5.3 Official announcement of the results
Results of the Election shall be effective upon the official announcement by the President of the
General Meeting.
5.4 Re-election
A General Meeting for re-election shall be held in the event of the dissolution of the Executive
Committee.
5.5 Notice
The official notice about the details of the election shall be issued to the public at least seven
clear days in advance.
SECTION VI: EXECUTIVE COMMITTEE
6.1 General
Every Executive Committee must be the full member of HKUSTSU and the Society.
6.2 Authority
The Executive Committee which shall be the executive body of the Society unless otherwise
ruled by the General Meeting shall have the power:
1.
To represent the members of the Society on matters concerning the Society.
2.
To carry out functions so as to implement the objectives of the Constitution and the resolution of
the General Meetings.
3.
To appoint members of any executive sub-committees.
4.
To make all regulations and exercise authority which should be necessary and proper for carrying
into execution the foregoing powers.
6.3 Responsibility
The Executive Committee shall be responsible to the General Meeting for all its undertakings.
6.4 Composition
The Executive Committee of the Society shall consist of the following executives:
1.
the President,
2.
the Internal Vice-President,
3.
the External Vice-President,
4.
the Internal Secretary,
5.
the External Secretary,
6.
the Financial Secretary,
7.
the Promotion Secretary,
8.
the Welfare Secretary.
The minimum number of office bearers at any time shall be no less than 5.
6.5 Duties of individual committee member
The duties of the Executive Committee members shall be as follow:
1.
The President shall be the chief Executive of the Society and the ex-officio President of the
Executive Committee.
2.
The Internal Vice- President shall assist the President in all his/her duties pertaining to
internal affairs in fostering internal coordination of the Society and shall be the ex-officio
President of the Executive Committee in the absence of the President.
3.
The External Vice-President shall assist the President in all his/her duties pertaining to
external affairs.
4.
The Internal Secretary shall assist the Internal Vice-President in all his/her duties and be
responsible for all liaisons.
5.
The External Secretary shall assist the External Vice-President in all his/her duties and be
responsible for all liaisons.
6.
The Financial Secretary shall be responsible for all matters relating to the finance of the
Society.
7.
The Promotion Secretary shall be responsible for all matters relating to promotion of
activities of the Society.
8.
The Welfare Secretary shall be responsible for all matters relating to the social affairs of
the Society.
6.6
The Executive Committee shall not hold any other position in the Students’ Union Executive
Committee and Editorial Board and Engineering Students’ Union, HKUSTSU. The President, the
Vice-President(s) and the Financial Secretary shall not hold any other positions in the Society.
Each Candidate may run more than one cabinet if it is approved during the Annual General
Meeting or Extra-Ordinary General Meeting, except the following positions:
1. The President
2. The Vice-President(s)
3. Financial Secretary
6.7 Subcommittees
The Executive Committee may appoint or dismiss subcommittees for any specific purposes, at
any time, either from themselves or from the general body of members of the Society, and
delegate power to them. Such subcommittees shall be responsible to the Executive Committee for
all their actions.
Committee Member before the dissolution of the Committee to discuss the follow-up
actions after dissolution.
2.
Upon the dissolution, the Society is required to submit and distribute to all members a full
report stating clearly the current financial position of the students’ society and the effect of
the dissolution on the students’ society within one calendar month. Any remaining net
assets and liability of the students’ society shall be discussed in the General Meeting.
6.10 Notice
The official notice about any change of the position or resignation of Executive Committee shall
be issued to the public within seven days.
SECTION VII: FINANCE
7.1 Financial Year
The Financial Year of the Society shall be in coincidence with the Society Session.
7.2 Annual Budget
The Annual Budget of the Society shall be completed by the Financial Secretary of the Society
and presented in the Executive Committee meeting within the first month after inauguration.
7.3 Financial Reports
1.
Financial status of the Society shall be stipulated in a quarterly posted financial report.
2.
The financial statements of the current session shall be concluded in the Annual Financial
report which shall be audited by the Honorary Treasurer and then submitted in the Annual
General Meeting for approval.
7.4 Audited Annual Financial Report
The audited Annual Financial Report shall be presented by the Financial Secretary of the current
session in the Annual General Meeting for adoption.
7.5 Application of Loans
The society is entitled to apply for or accept any loans of the Students’ Union. No loans outside
the Students’ Union shall be applied or accepted.
SECTION VIII: AMENDMENT & INTERPRETATION
8.1 Amendment
The Constitutions of the Society may be amended at the Annual General Meeting, or at an
Extraordinary General Meeting or by a General Polling which is held specifically for that
purpose. The voting mechanism of the Annual General Meeting and Extraordinary General
Meeting shall base on Section 3.7, while that of the General Polling shall base on Section 4.3.
Public notices should be issued to inform the members at least seven clear days in advance.
8.2 Interpretation
Unless otherwise stated, the following terms shall carry the following meanings throughout the
Constitution:
"Society" shall mean the "Industrial Engineering and Logistics Management Students'
Society, Hong Kong University of Science and Technology".
"University" shall mean the "Hong Kong University of Science and Technology".
"Department" shall mean the "Industrial Engineering and Logistics Management Department
of the Hong Kong University of Science and Technology".
The Spring Semester, the Winter session and the Fall Semester shall refer to school calendar.